505 BUTLER PLACE PARK RIDGE, IL 60068 TEL: 847/ 318-5200 FAX: 847/ 318-5300 TDD:847/ 318-5252 www.parkridge.us LEGAL NOTICE INVITATION TO BID PW-FY17-08 NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN that sealed bids will be received by the Procurement Officer, for the City of Park Ridge ( City ) on or before Tuesday, June 28, 2016 at 10:00 am at City of Park Ridge, Finance Desk, 505 Butler Place, Park Ridge, IL 60068 at which time and place bids will be opened and read in public for the following contract: CLEANING AND CUSTODIAL SERVICES PW-FY17-08 for cleaning and custodial services. Bid document, including specifications, may be obtained at the City web site (www.parkridge.us) or the Finance Desk during regular business hours at no cost. All bids must be received prior to the date and time shown above. Bids transmitted by email or facsimile (fax) will not be accepted. DATE Thursday, June 2, 2016 BID EVENT TIMETABLE Legal Notice Advertisement Placed Thursday, June 9, 2016 10:00 am Mandatory Walk-Through City Hall, 505 Butler Place, Park Ridge, IL On or Before Tuesday, June 21, 2016 Questions Due In Writing to Procurement Officer 5:00 pm CST E-mail: jmcguire@parkridge.us Thursday, June 23, 2016 Final Questions/Answers Published 5:00 pm CST via Addendum (If Needed) Tuesday, June 28, 2016 Bids Due to City Finance Office 10:00 am CST Opening of the Bids July, 2016 Committee of the Whole Approval July, 2016 City Council Approval
TABLE OF CONTENTS 1.00 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS... 3 1.01 EXAMINATION OF CONTRACT DOCUMENTS AND WORK SITE BY BIDDER... 3 1.02 BID DEPOSIT ( MUST BE RETURNED WITH BID)... 3 1.03 PREPARATION OF BID... 4 1.04 SUBMISSION OF BID... 4 1.05 WITHDRAWAL OF BID... 4 1.06 CONSIDERATION OF BIDS... 4 1.07 ACCEPTANCE OF BIDS... 5 1.08 BASIS OF AWARD... 5 1.09 INTERPRETATION OF CONTRACT DOCUMENTS/ ADDENDUM... 5 1.10 INSURANCE REQUIREMENTS... 5 1.11 NOTIFICATION OF INSURANCE COMPANIES... 6 1.12 COMPLIANCE WITH LAWS... 6 1.13 TAXES... 6 1.18 INSPECTION OF MATERIALS... 6 1.19 INDEMNITY... 7 1.20 SUBLETTING OR ASSIGNMENT OF CONTRACT OR CONTRACT FUNDS... 7 1.21 ORDER OF PRECEDENCE OF COMPONENT CONTRACT PARTS... 7 1.22 GUARANTEES AND WARRANTEES... 7 1.23 DEFAULT... 7 1.24 CONFLICT OF INTEREST... 8 1.25 BID ERRORS... 8 1.26 NO OTHER CONTRACT FORMS ACCEPTABLE... 8 1.27 BILLING... 8 2.00 STATEMENT OF WORK... 9 2.01 TERM OF CONTRACT... 9 2.02 EXTENSION OF CONTRACT... 9 2.03 ANNUAL PRICE ADJUSTMENT... 9 2.04 OBJECTIVES... 9 2.05 MATERIALS AND EQUIPMENT CITY TO FURNISH... 9 2.06 MATERIALS AND EQUIPMENT CONTRACTOR TO FURNISH... 9 2.07 CLEANING STANDARDS AND WORKMANSHIP... 10 2.08 FACILITIES TO BE CLEANED AND MANDATORY PRE-BID MEETING TOUR... 10 2.09 TASK RESPONSIBILITIES AND SCHEDULES... 11 4.0 CONTRACT PROPOSAL ( MUST EXECUTE AND RETURN THIS SECTION)... 14 4.01 BID PROPOSAL... 14 4.02 CONTRACT EXECUTION... 16 4.03 CERTIFICATION - TAX... 17 4.04 CERTIFICATION - SEXUAL HARASSMENT POLICY... 17 4.05 CERTIFICATION - CRIMINAL CODE... 17 4.06 CERTIFICATION - EQUAL EMPLOYMENT OPPORTUNITY... 18 PW-FY17-08 Page 2
1.00 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS 1.01 EXAMINATION OF CONTRACT DOCUMENTS AND WORK SITE BY BIDDER The bidder shall, before submitting its bid, carefully examine the plans, specifications, contract documents, proposal, and bond and insurance requirements. Each bidder is responsible for reading the bid documents and familiarizing itself with all requirements. Failure of a bidder to do so shall not relieve the bidder of any obligation with respect to said bid. If the bidder s bid is accepted, it shall be responsible for, and the City will make no allowance for, any errors in their bid resulting from its failure or neglect to comply with these instructions. Bidders shall notify the City of any inappropriate service, brand name, component, or equipment called for by the City in the specifications and shall note in its bid the adjustments made to accommodate such deficiencies in the specifications. After bids have been opened, no bidder shall assert that there was a misunderstanding concerning the nature of the work to be done or the quantities and specifications of the equipment to be delivered, and no such claim shall relieve a bidder from its obligation to perform. 1.02 BID DEPOSIT ( MUST BE RETURNED WITH BID) A bid in excess of $25,000.00 shall be accompanied by the required bid deposit in the form of a bid bond of 5%, or a certified check or cashier's check, drawn on a responsible bank doing business in the United States and made payable to the City of Park Ridge, in accordance with the schedule shown below: Total Amount of Bid ($) Bid Deposit ($) Up to 25,000 None Required 25,001 to 50,000 1,000 50,001 to 100,000 3,000 100,001 to 150,000 5,000 150,001 to 250,000 7,500 250,001 to 500,000 12,500 500,001 to 1,000,000 25,000 1,000,001 to 1,500,000 50,000 1,500,001 to 2,000,000 75,000 2,000,001 to 3,000,000 100,000 3,000,001 to 5,000,000 150,000 5,000,001 to 7,500,000 250,000 7,500,001 to 10,000,000 400,000 10,000,001 to 15,000,000 500,000 15,000,001 to 20,000,000 600,000 20,000,001 to 25,000,000 700,000 25,000,001 to 30,000,000 800,000 30,000,001 to 35,000,000 900,000 35,000,001 and over 1,000,000 Any bid not accompanied by an acceptable bid deposit may be considered non-responsive and be rejected. Bidders shall use the bid bond form provided with this document. The bid deposit of all except the three lowest responsive and responsible bidders on each contract will be returned via certified mail within seven (7) calendar days after the opening of bids. The remaining bid deposits will be returned upon the award of the contract and receipt by the City of a satisfactory Performance Bond and Certificate of Insurance, where required, from the successful bidder. PW-FY17-08 Page 3
1.03 PREPARATION OF BID The bidder shall prepare their bid on the attached bid forms. Unless otherwise stated, all blank spaces on the bid page(s), applicable to the subject specification, must be correctly filled in. Either a unit price or an extended price, as the case may be, must be stated for each and every item, either typed in or written in ink, in figures, and, if required, in words. If the bidder is a corporation, the President and Secretary shall execute the bid, and the Corporate Seal shall be affixed. In the event that the bid is executed by other than the President, attach hereto a certified copy of that section of the Corporate By-Laws or other authorization by the Corporation which permits the person to execute the offer for the Corporation. If the bidder is a partnership, all partners shall execute the bid, unless one partner has been authorized to sign for the partnership, in which case evidence of such authority shall be submitted. Each bid must contain all required certifications. In addition, if any addenda are issued by the City, the bidder shall be required to acknowledge receipt of the formal addendum on the bid form. Failure of a bidder to acknowledge any of the addenda issued shall deem its bid non-responsive; provided, however, that the City may waive this requirement in its best interest. 1.04 SUBMISSION OF BID All prospective bidders shall submit their bid in a sealed envelope to the Cashier s Office, City Hall, 505 Butler Place, Park Ridge, Illinois, 60068, by the specified opening time of the bid. The sealed envelope submitted by the prospective bidder shall carry the following information on the face of the envelope: bidder's name, address, subject matter of the bid, date of bid opening and hour designated for bid opening as shown in the notice. The bid is contained in these documents and must not be detached herefrom by any bidder when submitting a bid. Where bids are sent by mail or courier service, the bidder shall be responsible for their delivery to the Cashier s Office prior to the designated date and hour for the opening of bids. If delivery is delayed beyond the date and hour set for the bid opening, bids thus delayed will not be considered and will be returned unopened. Bids transmitted by facsimile (fax) or electronic mail will not be accepted. 1.05 WITHDRAWAL OF BID A bidder may withdraw their bid at any time prior to the time specified in the notice as the closing time for receipt of bids. However, no bidder shall withdraw, cancel or modify their bid for a period of sixty (60) calendar days after the specified closing time for the receipt of bids, nor shall the successful bidder withdraw, cancel or modify their bid after having been notified by the Procurement Officer that said bid has been accepted by the City. Where this contract shall be approved by another agency, such as the Federal Government or the State of Illinois, then the bidder shall not withdraw, cancel or modify their bid for a period of ninety (90) calendar days after the specified closing time for the receipt of bids. 1.06 CONSIDERATION OF BIDS No bid will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City of Park Ridge upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or had failed to perform faithfully any previous contract with the City. The bidder, if requested, shall present within 48 hours evidence satisfactory to the City of performance ability and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the terms of these specifications and contract documents. Each bidder shall submit where necessary, or when requested by the City, catalogs, descriptive literature or detailed drawings fully detailing features, designs, construction, appointments, finishes and the like not covered in the specifications, necessary to fully describe the material or work they propose to furnish. The City of Park Ridge reserves the right to disregard any informality in the bids and bidding, to waive technicalities, or to reject any and all bids when, in the opinion of the City Council, the best interest of the City will be served by such action. PW-FY17-08 Page 4
1.07 ACCEPTANCE OF BIDS The Park Ridge City Council will approve one (or more) of the bids or reject all bids within sixty (60) calendar days, or within ninety (90) calendar days where approval by other agencies is required, from the date of opening of bids, unless the lowest responsive and responsible bidder(s), upon request of the City, extends the time of acceptance to the City. 1.08 BASIS OF AWARD Bids will be canvassed on the basis of selected unit prices as shown on the Statement of Work pages. The City reserves the right to award one (1) contract for all items, to award two (2) or more contracts for any combinations of items, to waive technicalities, or to reject any and all bids when, in the opinion of the City Council, the best interests of the City of Park Ridge will be served by such action. The contract will be awarded to the lowest responsive, responsible bidder(s) (hereinafter Successful Bidder or Contractor ). In determining the lowest responsive and responsible bidder(s), consideration will be given to several factors, including but not limited to price, financial responsibility of bidder, responsiveness to specifications, and the experience of the City and other purchasers with the bidder. CRITERIA POINTS General Firm Qualifications and Adherence to Statement of Work 10 Proposal Cost 90 100 1.09 INTERPRETATION OF CONTRACT DOCUMENTS/ ADDENDUM No oral comments will be made to any Bidder as to the meaning of the General or Special Conditions or other contract documents. The person submitting the request shall be responsible for its prompt delivery. Questions received less than 48 hours prior to Bid Opening cannot be considered. Such interpretation will be made only in the form of a written addendum duly issued by the Procurement Officer. A copy of such addendum will be emailed to all prospective bidders that have registered for this Bid on the City of Park Ridge web site. Failure on the part of the prospective bidder to receive a written interpretation prior to the time of the opening of bids will not be grounds for withdrawal of their bid. The bidder shall acknowledge receipt of each addendum issued in the space so provided in the bid. Addenda may modify or interpret the Bidding Documents and will become part of the Contract Documents when the Contract is executed. Subsequent addenda shall govern over prior addenda only to the extent specified. Any references in these specifications to manufacturer's name, trade name, or catalog number (unless otherwise specified) is intended to be descriptive but not restrictive and only to indicate articles or materials that will be satisfactory. Bids on other makes and catalogs will be considered, provided each bidder clearly states on the face of their bid exactly what is proposed to be furnished. Unless so stated in the bid, it shall be understood that the bidder intends to furnish the item specified and does not propose to furnish an "equal". The City hereby reserves the right to approve as an equal, or to reject as not being an equal, any article the bidder proposes to furnish which contains minor or major variations from specification requirements, but which may comply substantially therewith. 1.10 INSURANCE REQUIREMENTS Upon notice of acceptance of bid, the successful bidder shall, within fifteen (15) calendar days of said notice, furnish to the City of Park Ridge a certificate of insurance evidencing coverage by the types of insurance in the amounts specified below. Such coverage shall be placed with a responsible company acceptable to the City, licensed to do business in the State of Illinois, and with a minimum insurance rating of A:VII as found in the current edition of A. M. Best's Key Rating Guide. Each policy shall bear an endorsement precluding the cancellation or reduction of said policies without providing the City of Park Ridge at least thirty (30) days prior notice thereof in writing. All required insurance shall be maintained by the successful Bidder in full force and effect during the life of the contract, and until such time as all work has been approved and accepted by the City. PW-FY17-08 Page 5
1) Workman's Compensation: STATUTORY coverage for all persons whom the successful Bidder may employ directly or through subcontractors in carrying out the work under this contract. Such insurance shall hold the City free and harmless of all personal injuries of all persons whom the successful Bidder may employ directly or through subcontractors. 2) Employer s Liability: $2,000,000 minimum liability. 3) Comprehensive General Liability; including Bodily Injury and Property Damage. The successful Bidder shall take out, pay for and maintain until the completion and acceptance of the work under this contract insurance as shall protect him and his subcontractors from bodily injury and property damage claims which may arise because of the nature of the work or from operations under this contract. The City of Park Ridge shall be named as an additional insured. Coverage shall be provided in the following minimum amounts: $2,000,000 Each Occurrence - Combined Single Limit $2,000,000 Aggregate - Completed Operations $2,000,000 Each Occurrence - Blanket Contractual Liability 4) Comprehensive Automobile Liability, Owned, Non-owned and Hired: The successful Bidder shall take out, pay for and maintain until the completion and acceptance of the work under this contract insurance as shall protect them from claims for bodily injury and property damage which may arise from the use of motor vehicles engaged in various operations under this contract. Coverage shall be provided in the minimum amount of $2,000,000 for Combined Single Limit. 5) Umbrella Liability; as required. The City of Park Ridge shall be named as an additional insured. Successful Bidder shall cause each subcontractor employed by successful Bidder to purchase and maintain insurance of the type specified above. When requested by the City, successful Bidder shall furnish copies of certificates of insurance evidencing coverage for each subcontractor. 1.11 NOTIFICATION OF INSURANCE COMPANIES The insurance companies shall familiarize themselves with all of the conditions and provisions of these specifications and contract documents, and hereby waive all rights of special notification of any change or modification of this contract in regard to the scope of the work, time of completion, cancellation or termination, or of any other act or acts by the City of Park Ridge or its authorized employees and agents under the terms of this contract. Failure to so notify the aforesaid insurance companies of change or modification shall in no way relieve the insurance companies of their obligations under this contract. 1.12 COMPLIANCE WITH LAWS The Bidder shall at all times observe and comply with all laws, ordinances and regulations of the federal, state, local, and City governments, which may in any manner affect the preparation of bids or the performance of the contract. 1.13 TAXES Federal Excise Tax does not apply to materials purchased by the City of Park Ridge by virtue of Exemption Certificate No. 36-600-6041. Illinois Retailers' Occupation Tax, Use Tax, and Municipal Retailers' Occupation Tax do not apply to materials or services purchased by the City of Park Ridge by virtue of Statute. Illinois Tax Exemption Identification No. E9998-1408-05. The prices quoted herein shall agree with all Federal Laws and Regulations. 1.18 INSPECTION OF MATERIALS The City shall have a right to inspect any materials or equipment to be used in carrying out this contract. The successful Bidder shall be responsible for the contracted quality and standards of all materials, equipment, components or completed work finished under this contract up to the time of final acceptance by the City. Materials, equipment, components or completed work not complying therewith may be rejected by the City and shall be removed and replaced by the successful Bidder at no cost to the City. PW-FY17-08 Page 6
1.19 INDEMNITY To the fullest extent permitted by law, the Bidder shall indemnify and hold harmless the City of Park Ridge, its officers, officials, employees, volunteers and agents from and against all claims, damages, losses and expenses including but not limited to legal fees (attorney s and paralegal s fees and court costs), arising out of or resulting from the performance of the Bidder s work, provided that any such claim, damage, loss or expense ( i ) is attributable to bodily injury, sickness, disease or death, or injury to or destruction of tangible property, other than the work itself, including the loss of use resulting therefrom and ( ii ) is caused in whole or in part by any wrongful or negligent act or omission of the Bidder, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this paragraph. Bidder shall similarly protect, indemnify, and hold and save harmless the City of Park Ridge, its officers, officials, employees, volunteers and agents from and against any and all claims, costs, causes, actions and expenses including but not limited to legal fees, incurred by reason of Bidder s breach of any of its obligations under, or Bidder s default of, any provision of the Contract. 1.20 SUBLETTING OR ASSIGNMENT OF CONTRACT OR CONTRACT FUNDS No contract shall be assigned or any part of the same subcontracted without the prior written consent of an authorized agent of the City; but in no case shall such consent relieve the Contractor from their obligation or change the terms of this contract. The Contractor shall not transfer or assign any contract funds or claims due or to become due without the prior written approval of an authorized agent of the City having first been obtained. The transfer or assignment of any contract funds in whole or in part, or any interest therein, which shall be due or to become due to the Contractor, shall cause the annulment of said transfer or assignment so far as the City is concerned. 1.21 ORDER OF PRECEDENCE OF COMPONENT CONTRACT PARTS 1. City of Park Ridge General Conditions. 2. Addenda, if any. 3. Special Provisions or Conditions. 4. Plans or Drawings, if any, which may be made a part of this contract. 5. Statement of Work. 6. Standard Specifications of the State or Federal Government, if any. 7. Advertisement (Legal Notice) for Bids. 8. Performance Bond, if required. 1.22 GUARANTEES AND WARRANTEES All guarantees and warrantees required shall be furnished by the successful Bidder and shall be delivered to the City of Park Ridge before final voucher on the contract is issued. By submitting a bid, bidder expressly warrants that materials and/or equipment furnished under the contract will be of good quality and new unless otherwise expressly required or permitted by the contract documents. 1.23 DEFAULT If the successful Bidder fails to begin the work under this contract within the time specified, or fails to perform the work with sufficient workmen, equipment or materials to insure the completion of said work within the specified time, or shall perform the work in an unsatisfactory manner, or shall neglect or refuse to remove materials or perform anew such work as shall be rejected as defective or unsuitable by reason of defect in material or workmanship or by reason of noncompliance with the specifications, or shall discontinue the prosecution of the work, or if the successful Bidder shall become insolvent or be declared bankrupt, or shall make an assignment for the benefit of creditors, or from any other cause whatsoever shall fail to carry on the work in an acceptable manner, the City shall give notice to the successful Bidder and its surety in writing specifying such failure, delay, neglect, refusal or default, and if the successful Bidder, within a period of ten (10) calendar days after such notice, shall not proceed in accordance therewith, then the Procurement Officer acting on behalf of the City shall have full power and authority to declare the forfeiture of this contract, and to forfeit the rights of the successful Bidder in this contract, and the City may call upon the surety to complete the work in accordance with the terms of this contract or may have the City take over the work, including any materials and equipment on the work site as may be suitable and acceptable PW-FY17-08 Page 7
to the City and may complete the work by or on its own force account, or may enter into a new contract for the completion of the work, or may use such other methods as shall be required for the completion of the work in an acceptable manner. All costs and charges incurred by the City, together with the cost of completing the work shall be deducted from any moneys due or which may become due on this contract. In case the expense so incurred by the City shall be less than the sum which would have been payable under this contract if it had been completed by the successful Bidder and had not been forfeited by the City, then the successful Bidder shall be entitled to receive the difference, and in case such expense shall exceed the sum which would have been payable under this contract, the successful Bidder and the surety shall be liable and shall pay to the City of Park Ridge the amount of such excess. 1.24 CONFLICT OF INTEREST No member of the governing body of the City or other local unit of government, and no other officer, employee, or agent of the City or other local unit of government who exercises any functions or responsibilities in connection with the execution of the work to which this contract pertains, shall have any personal interest, direct or indirect, in this contract. The Bidder covenants that it presently has no interest and shall not acquire any interest, direct or indirect, in the work to which this contract pertains which would conflict in any manner or degree with the performance of his services hereunder. The Bidder further covenants that in the performance of this contract, it shall not employ any person who has an interest, direct or indirect, in the work. 1.25 BID ERRORS As stated in Section 1.3 of these General Conditions, all spaces on bid page must be filled in. Either a unit price or a lump sum, as the case may be, must be stated on the bid page. In the event of an error on the bid page in which there is a conflict between the unit price and the extended price or the total bid price, the unit price shall prevail. 1.26 NO OTHER CONTRACT FORMS ACCEPTABLE Upon notification to the successful bidder that their bid has been accepted by the City, this contract document and the bid submitted by the bidder shall become the entire contract between the City and the successful bidder. No other contract form submitted by the bidder will be accepted by the City. 1.27 BILLING All invoices for delivered materials shall be sent to the City of Park Ridge, Finance Department, 505 Butler Place, Park Ridge, Illinois, 60068-4182. All invoices must clearly show the Purchase Order number the material was ordered on, as well as the description, quantity delivered, and unit price for every item invoiced. Payment terms shall be in accordance with the provisions of the Local Government Prompt Payment act, 50 ILCS 505/1 et seq., after receipt by the City of the Bidder s invoice. END OF GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS * * * * * PW-FY17-08 Page 8
2.00 STATEMENT OF WORK The City of Park Ridge will receive sealed bid proposals to provide cleaning and custodial services for multiple City buildings. 2.01 TERM OF CONTRACT The initial term of this Contract shall take effect on August 1, 2016, following approval by the Park Ridge City Council, and expire on June 30, 2017, subject, however, to the right of the City to cancel and terminate the same at any time by giving a thirty (30) day notice in writing to the Contractor. In the event of such cancellation, the Contract shall be entitled to receive payment for services and work performed, and materials, supplies and equipment furnished under the terms of the Contract prior to the effective date of such cancellation, but will not be entitled to receive any damages on account of such or any further payment whatsoever. 2.02 EXTENSION OF CONTRACT Upon mutual agreement, this Contract may be extended for up to two (2), one (1) year periods. The Contractor shall notify the City at least sixty (60) days prior to the expiration of the contract whether or not they are agreeable to such extension. The total contract shall not exceed three (3) years. 2.03 ANNUAL PRICE ADJUSTMENT Annual increases to unit prices, separate billing items and other city charges as necessary, shall not exceed the annual percentage increase in the Chicago-Gary-Kenosha Consumer Price Index for all urban consumers for the previous twelve month period (April through March) that is available from the USDOL Bureau of Labor Statistics, with a maximum increase of three percent (3%). The increase in contract price shall be effective thirty (30) days after written notice is received and approved by the City. 2.04 OBJECTIVES The City has established objectives for the management, maintenance, and operations of its facilities: To preserve taxpayers investment in public buildings; To help City facilities function at peak efficiency, including minimizing energy consumption; To minimize and prevent building or facilities events that would interrupt occupant s activities and the delivery of public services; To sustain a safe and healthful environment by keeping buildings and their components in good repair and structurally sound; To lower City facilities operating costs and increase efficiency and performance. 2.05 MATERIALS AND EQUIPMENT CITY TO FURNISH In support of this contract, the City will supply the following at no cost to the Contractor: 1) Locations(s) for storage, as available, of Contractor s equipment and supplies; 2) Adequate containers for refuse disposal. 2.06 MATERIALS AND EQUIPMENT CONTRACTOR TO FURNISH The Contractor shall provide, as a requirement of this contract, all equipment, materials and supplies to complete the required custodial services, with the exceptions of those items to be supplied by the City as listed in Section 2.05. The items to be furnished by the Contractor shall include but not be limited to the following: 1) All Paper products including paper hand towels, toilet paper, napkins, etc. PW-FY17-08 Page 9
2) All plastic liners and refuse bags. 3) All cleaning supplies including soaps, waxes, cleaners and shampoos. Use of all supplies must first be approved by the Superintendent (or designate). 4) All power and hand equipment including wiping and dust rags, brooms, mops, buckets, vacuum cleaners, buffing machine and pads, and any specialty equipment including waste collection containers. The Contractor shall also furnish one (1) canister-type vacuum cleaner with appropriate accessories for cleaning window blinds, draperies, furniture, floor and ceiling corners, etc., as required. The City will not be responsible for any damages to or loss of equipment stored on City's premises. 5) A complete listing of all equipment, materials and supplies that the Contractor proposes to use. All equipment and materials shall be of industrial or commercial type and are to be approved by the Superintendent (or designate) prior to use. Any equipment, materials or supplies which are deemed, in the opinion of the Superintendent (or designate), to be unsuited for their intended use shall be replaced by the Contractor with products acceptable to the Superintendent (or designate). 2.07 CLEANING STANDARDS AND WORKMANSHIP Cleaning standards shall include the following: 1) A satisfactory and acceptable floor will not have dust, marks, streaks, or dirt in corners, behind doors or under furniture. All waste paper pens/pencils, paper clips, staples, etc. shall be picked up. The use of vacuuming equipment and/or treated dust mops will be used to keep the floors clean. 2) Satisfactory and acceptable wet mopping will present a clean floor free from streaks, smears and dried dirt. Safe, all-purpose detergents will be used on all resilient and hard floor surfaces. 3) Satisfactory and acceptable waxing and polishing will be accomplished through the use of a thin coat of evenly layered wax. Floors shall be bright and clean under furniture as well as in traveled areas. Wax or polish shall not be allowed to dry on wall bases, furniture legs, equipment, etc. 4) A satisfactory and acceptable glass, mirror or vitreous surface shall be free from streaks, smears and spots. 2.08 FACILITIES TO BE CLEANED AND MANDATORY PRE-BID MEETING TOUR This is a list of City buildings that will receive cleaning and custodial services: 1 City Hall Building 505 Butler Place 2 Police Evidence Building 505 Butler Place 3 Fire Department Station 35 901 West Devon Ave 4 Fire Department Station 36 1000 N Greenwood 5 Public Works Building and Pump Station 400 Busse Hwy 6 Metra Train Station 100 S Summit 7 Metra Train Station 950 N Dee Road A mandatory pre-bid meeting and buildings tour is scheduled for Thursday, June 9, 2016 at 10:00am CST at City Hall, 505 Butler Place, Park Ridge, IL 60068. The tour is expected to take two (2) to three (3) hours. PW-FY17-08 Page 10
2.09 TASK RESPONSIBILITIES AND SCHEDULES D 7D W M Q S A Frequency of Cleaning Daily (Monday through Friday) Daily (Monday through Sunday, including holidays) Weekly Monthly Quarterly, per Superintendent scheduling Semi-Annual, per Superintendent scheduling Annually, per Superintendent scheduling TASK City Hall City Hall Police Dept. LOCATIONS Public Works Service Center Uptown Metra Dee Road Metra 1 Empty Wastebaskets, interior and exterior D 7D D 7D 7D trash receptacles. Note: for PW Service Center, including the see note (left) trash cans in the parking areas on the 1st and 3rd floors and the gas island. 2 Empty and damp wipe clean all exterior D 7D D 7D 7D cigarette urns. 3 Dust and/or wipe down all furniture, D 7D D 7D 7D including desks, chairs, tables and files. 4 Wash desks, file cabinets and tabletops as D 7D D 7D 7D necessary. Do not disturb papers. 5 Clean counter tops. D 7D D 7D 7D 6 Sweep all entrances. D 7D D 7D 7D 7 Clean and polish interior glass in partitions D 7D D 7D 7D and doors. 8 Clean and sanitize all drinking fountains D 7D D 7D 7D and sinks. 9 Remove spot stains and splashes from wall D 7D D 7D na areas in washrooms and lunchrooms, stairways, halls and elevator. 10 Wash and clean all lunchroom and D 7D D na na conference tables. 11 Sweep, wet mop, damp mop and spot D 7D D 7D 7D clean all tile and concrete floor/stairs; vacuum all carpet areas. 12 Dust and spot clean all horizontal surfaces D 7D D 7D 7D to a height of 72 inches. This shall include all walls, file cabinets and desks, mouldings, ledges, sills, shelves, picture frames, ducts, radiators, etc. 13 Remove fingerprints from doors, D 7D D 7D 7D doorframes, light switches and plates, kik and push panel plates, and door handles. 14 Clean and sanitize all telephones. D 7D D 7D na 15 Wash and clean all lunchroom cabinets, chairs, and furniture, including the inside of the microwave and refrigerator and outside of the range. W W W na na PW-FY17-08 Page 11
16 Scrub, wax and polish all tile floors. Scrub all concrete floors. M M M M M 17 Damp clean all baseboards. M M M M M 18 Clean and polish interior windows, doors, M M M M M and partitions to a height of 72 inches. 19 Dust all window blinds. M M M na na 20 Clean and polish wood-paneled surfaces. M M M M M 21 Clean HVAC system diffuser outlets. S S S S na 22 Wash interior and exterior of all S S S S S wastebaskets, ashtrays, urns and exterior receptacles. 23 Strip, clean, refinish and machine polish all Q Q Q na na tile floors. 24 Shampoo all carpeted areas. Q Q Q na na 25 Wash all windows inside/outside, including overhead doors. Q Q Q Q Q 26 Clean, sanitize and polish all vitreous fixtures including hand basins, toilet bowls, and urinals including the police lock-up facility (when accessible). 27 Clean and sanitize all flush rings, drain and overflow outlets. 28 Clean and polish all chrome fittings, glass and mirrors. 29 Clean and sanitize all toilet seats, top and bottom. 30 Empty all containers and disposals; insert clean liner as required. 31 Refill all dispensers - soap, hand towels, toilet tissue, napkins, liners and cups (except lock-in area). 32 Wash and sanitize all washroom containers, disposals, and metal partitions. D 7D D 7D na D 7D D 7D na D 7D D 7D na D 7D D 7D na D 7D D 7D 7D D 7D D 7D na D 7D D 7D na 33 Clean and sanitize all washroom con- D 7D D 7D na tainers, disposals, and metal partitions. 34 Wash tops of lockers M M M na na 35 Wash workout area and washroom. na 7D na na na 36 Pump Station, 550 sq. ft. area. Strip, clean, refinish (wax) and machine polish all time floors. Work is performed annually, with scheduling determined by the Superintendent (or designate). A A A A A LOCATION NOTES City Hall includes 1st and 2nd floor office areas, the City Council Chamber, meeting rooms, lunchroom, bathrooms, hallways and stairways. City Hall Police Department includes administration area, operations area, lock-up area and Evidence Building. PW-FY17-08 Page 12
F1 TASK Station 35 Fire Dept. Complete cleaning of all bathrooms/showers. - Walls/trim/ceiling - Floors/Grout - Showers/Grout - Sinks - Toilets/Urinals - HVAC vents/light fixtures Shampoo all station carpets. Q Station 36 Fire Dept. Q F2 Complete cleaning of kitchens. - Walls/trim/ceiling - Floors/Grout - Wipe down cabinets (interior and exterior) - Stove/oven - HVAC vents/light fixtures S S F3 Stripping and waxing all tile floors (hallways, stairs, locker rooms) F4 Cleaning of interior and exterior windows. S S F5 Complete cleaning of fire station fitness rooms - Walls - Floors/mats - HVAC vents/light fixtures S S F6 Complete cleaning of fire station common areas (hallways, dayrooms, bunk rooms, offices, and classrooms) - Walls/trim/ceiling - Ceiling fans/blades - HVAC vents/light fixtures S A S A F7 Complete cleaning of apparatus garage walls, ceiling fans/blades, and slop sinks. A A PW-FY17-08 Page 13
4.0 CONTRACT PROPOSAL ( MUST EXECUTE AND RETURN THIS SECTION) PW-FY17-08 Name of Firm Firm Business Address PROPOSAL Name/Number of Contract Contact The undersigned hereby acknowledges having received a full set of the Specifications and Contract Documents and Addenda Nos.. (None unless indicated) The undersigned, as bidder, declares that the only person or parties interested in this proposal as principals are those named herein, that this proposal is made without collusion with any other person, firm or corporation: that he has carefully examined the location of the proposed work. The proposed forms of Agreement and Bonds, and the Contract Specifications for the above designated work; and they will contract with the City of Park Ridge in the form of the copy of the Agreement included in these Contract Documents, to provide all necessary machinery, tools, apparatus and other means of work, including utility and transportation services necessary to do all work and furnish all the materials and equipment necessary in the manner and time herein prescribed; and according to the requirements of the City of Park Ridge, as therein set forth, to furnish the Contractor's Bonds and Insurance specified, and to do all other things required of the Contractor by the Contract Documents and that they will take in full payment, therefore, the sums set forth in the following Bidding Schedules: 4.01 BID PROPOSAL The Contractor shall furnish all labor, equipment, tools and materials necessary to perform cleaning and custodial services in a safe, efficient and timely manner. City Hall, City Hall Police Department (including Evidence Building), Public Works Service Center and Pump Station, and two Metra Stations $ ANNUAL PRICE Two Fire Stations: 35 and 36 $ TOTAL $ TOTAL (in words) PW-FY17-08 Page 14
References: List below the name, address, phone number, and a name of a contact for at least three customers/clients, preferably municipalities or other government/public agencies with which it currently holds a similar contract for a minimum period of one (1) year: 1) Customer/Client: Address: Contact Person: Phone 2) Customer/Client: Address: Contact Person: Phone 3) Customer/Client: Address: Contact Person: Phone 4) Customer/Client: Address: Contact Person: Phone 5) Customer/Client: Address: Contact Person: Phone The undersigned hereby acknowledges having received a full set of the Specifications and Contract Documents and Addenda Nos. (None unless indicated) PW-FY17-08 Page 15
4.02 CONTRACT EXECUTION TO BE EXECUTED BY A SOLE PROPRIETOR Signature of Proprietor: Doing Business As: Business Address: TO BE EXECUTED BY A PARTNERSHIP Partnership Name: Business Address: Signatures and Addresses of All Members of the Partnership: 1) 2) TO BE EXECUTED BY A CORPORATION Corporate name: Address: State of Incorporation: (corporate seal) Signed by :, President Attest by:, Secretary Names of Officers of the Corporation: President: Vice President: Secretary: Treasurer: In addition, Bidder certifies having read and having personal knowledge of compliance with the Certifications: 1. Tax Certification; 2. Sexual Harassment Policy Certification; 3. Criminal Code Certification; 4. Equal Employment Opportunity Certification Subscribed as sworn to before me (in particular as to Certification items 4.03, 4.04, 4.05 and 4.06) Day of, 20 Notary Public PW-FY17-08 Page 16
4.03 CERTIFICATION - TAX, in connection with this procurement, which Bidder has Authorized Agent submitted a bid proposal to the City, hereby certifies that is not Bidder delinquent in the payment of any tax administered by the Illinois Department of Revenue, of it is: a. it is contesting its liability for the tax or the amount of tax in accordance with procedures established by the appropriate Revenue Act; or b. it has entered into an agreement with the Department of Revenue for payment of all taxes due and is currently in compliance with that agreement. By: Authorized Agent 4.04 CERTIFICATION - SEXUAL HARASSMENT POLICY, in connection with this procurement, hereby certifies Bidder that said Bidder has a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105 (A) (4). By: Authorized Agent 4.05 CERTIFICATION - CRIMINAL CODE REQUIRED BY: STATE OF ILLINOIS CRIMINAL CODE OF 1961, PURSUANT TO PA 85-1295) Ch. 720, Article 5, Sec, 33E-11, 2002 Ill. Compiled Statutes, (A) That in connection with this procurement, i. the prices in this bid have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; and ii. the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not be knowingly disclosed by the bidder prior to opening directly or indirectly to any other bidder or to iii. any competitor; and no attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. (B) The undersigned further states, i. he is the person in the bidder s organization responsible for the decision as to the prices being bid herein and that he has not participated, and will not participate, in any action contrary to (A) i through (A) iii above; and ii. he is not the person in the bidder s organization responsible within that organization for the decision as to the prices being bid herein but that he has been authorized to act as agent for the person responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (A) I through (A) iii above; and as their agent does hereby so certify; and iii. that he has not participated, and will not participate, in any action contrary to (A) I through (A) iii above. hereby certify that the bidding party/contracting party is not barred from bidding on the contract as a result of a violation of either Section 33E-3 or Section 33E-4 of Ch. 720, Article 5, 2002, Ill. Compiled Stat, as amended. By: Authorized Agent PW-FY17-08 Page 17
4.06 CERTIFICATION - EQUAL EMPLOYMENT OPPORTUNITY Section I. This EQUAL EMPLOYMENT OPPORTUNITY CLAUSE is required by the Illinois Human Rights Act and the Rules and Regulations of the Illinois Department of Human Rights published at 44 Illinois Administrative Code Section 750, et seq. Section II. In the event of the Bidder s noncompliance with any provision of this Equal Employment Opportunity Clause, the Illinois Human Rights Act, or the Rules and Regulations of the Department of Human Rights (hereinafter referred to as the Department) the Bidder may be declared ineligible for future contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations, and this Contract may be canceled or voided in whole or in part, and other sanctions or penalties may be imposed or remedies involved as provided by statute or regulation. During the performance of this Agreement, the Bidder agrees: A. That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, national origin or ancestry, citizenship status, age, physical or mental disability unrelated to ability, military status or an unfavorable discharge from military service; and further that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such underutilization. B. That, if it hires additional employees in order to perform this Contract, or any portion hereof, it will determine the availability (in accordance with the Department s Rules and Regulations) of minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that minorities and women are not underutilized. C. That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, sexual orientation, marital status, national origin or ancestry, citizenship status, age, or physical or mental handicap unrelated to ability, military status or an unfavorable discharge from military service. D. That it will send to each labor organization or representative of workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the Vendor s obligations under the Illinois Human Rights Act and Department s Rules and Regulations. If any labor organization or representative fails or refuses to cooperate with the Bideder in its efforts to comply with the Act and Rules and Regulations, the Bidder will promptly notify the Department and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations under the Contract. E. That it will submit reports as required by the Department s Rules and Regulations, furnish all relevant information as may from time to time be requested by the Department or the contracting agency, and in all respects comply with the Illinois Human Rights Act and Department s Rules and Regulations. F. That it will permit access to all relevant books, records, accounts and work sites by personnel of the contracting agency and Department for purposes of investigation to ascertain compliance with the Illinois Human Rights Act and Department s Rules and Regulations. G. That it will include verbatim or by reference the provisions of this Equal Employment Opportunity Clause in every subcontract it awards under which any portion of this Contract obligations are undertaken or assumed, so that such provisions will be binding upon such subcontractor. In the same manner as the other provisions of this Agreement, the Bidder will be liable for compliance with applicable provisions of this clause by such subcontractors; and further it will promptly notify the contracting agency and the Department in the event any subcontractor fails or refuses to comply therewith. In addition, the Bidder will not utilize any subcontractor declared by the Illinois Human Rights Department to be ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations. By: Authorized Agent PW-FY17-08 Page 18